EXECUTIVE ASSISTANT/PROGRAM ASSOCIATE

TWO POSITIONS; ONE EACH BASED IN:

•  CIVIC ENGAGEMENT AND PUBLIC POLICY
•  HOUSING AND ECONOMIC OPPORTUNITY

The California Community Foundation (CCF) is a nonprofit grantmaking foundation that administers almost 1,600 individual charitable funds to meet existing and emerging needs in the Greater Los Angeles area. CCF is one of the largest and fastest growing community foundations in the United States. With assets of more than $1.4 billion currently, CCF has awarded more than $1.6 billion in grants and received more than $1.8 billion in contributions over the past ten years. Since 1915, CCF has been helping individuals, families, corporations and nonprofits establish and develop their philanthropic visions.

We envision a future where all Angelenos thrive – a future where the productive capabilities of Angelenos contribute to the health and well-being of our communities. The fate and future of every resident is interwoven, and our success as a community will be defined by how we improve the quality of life of all residents, especially our most vulnerable. We also envision a future in which more donors impact the challenges of Los Angeles and beyond, fulfilling their passions and creating a diverse spectrum of opportunities and philanthropic legacies.

For 100 years, the passion of our living and legacy donors has defined and built the California Community Foundation. Their generosity and dreams for a better tomorrow make our drive for meaningful social change possible. We partner with individuals and families to not only pursue their own personal passions but to collaborate with us, along with the public, private and nonprofit sectors, in transforming Los Angeles County.

CCF is seeking two Executive Assistant/Program Associates, one reporting to the Vice President, Civic Engagement and Public Policy and the other to the Vice President, Housing and Economic Opportunity. These positions perform a high level of support and programmatic duties for the vice president and other programs areas as directed, including supporting special projects and initiatives.

Major Responsibilities:

•  Administrative Support: Provides administrative support to the vice president and the department, including composing, processing and expediting correspondence and faxes; preparation of CCF Board and Program Committee materials; agenda prep for bi-weekly team meetings; annual budgeting for the CE-General fund; support for initiative budgeting as needed; answering phones; processing mailings; creating and maintaining department files; scheduling meetings and conference calls; ordering supplies; copying documents; processing fax and messenger communication; making travel arrangements; processing invoices, check requests and expense reports; maintaining department and executive’s calendar; event coordination; and managing select vendor relationships. Coordinates project calendars, schedules meetings for CCF-led taskforces and committees, and administers contact lists. Assists with various departmental projects, including responding to external requests for information and materials. As necessary, takes and prepares minutes for meetings. Serves as liaison to communicate pertinent information between the vice president and staff, suggesting courses but using discretion when no instructions have been given.

• Convening Support: Coordinates advisory committee and subcommittee meetings for initiatives and other needs. With supervision, plans and provides support to meet convening goals, ensuring the best possible user experience for guests and speakers. Provides logistical support for meetings and events, such as scheduling venues, arranging for catering, and handling onsite needs such as audiovisual, production and dissemination of meeting materials, post-meeting follow up and maintenance of records of meeting participants and outcomes.

• Project and Research Support: Maintains records, materials and files for programs as needed. Assists with special projects for CCF, ensuring a thoughtful and reasonable process, timely preparation and coordination of key activities and materials for review panels, advisory committees, and CCF’s Board of Directors. Conducts research and analyzes trends on issues or concerns of importance to CCF through written materials, interviews, community meetings, online resources, or other useful vehicles. Presents findings in written and oral formats to program officers and others as appropriate. Coordinates financial tracking related to program activities between Program Officers and Finance Department. Manages contracts with vendors and consultants to ensure timely payment and reporting. Ensures timely monitoring and reporting for grants made to CCF by external funders in support of department’s programs.

• Grant Monitoring and Management: Processes grant proposals, awards and reports in the Granted Edge database system, reviews ad-hoc reporting requests on grantmaking activities with Communications and the grants management group. Coordinates report requests on grantmaking impact and generates impact reports. Monitors and reports regularly on workshop attendance, proposals and the grant process including grant agreements, progress reports, payment requests, and other related correspondence. Works closely with the Grants Management Group to apply standards, develop new reports and improve process. Communicates and meets with grantees as needed.

• Grant Proposal Analysis: Under direction, assists with the review and analysis of applications for funding support through written materials, site visits, interviews with other funders and relevant agencies, as well as compares with other funding requests with what is known in the field.

• Outreach: Under the direction of department management and officers, works directly with grantseekers to provide clarification of community foundation priorities, direction regarding application procedures, and feedback on proposals.

• Community Relations: Participates in philanthropic activities to further build community foundation relationships and enhance their operations, including support of event coordination such as handling calls, email and written requests. Represents CCF in foundation and community groups related to grantmaking interest areas. Participates in donor events and outreach activities as requested during and outside regular business hours.

• General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience: Minimum of three years progressively responsible administrative experience required. Experience in research, writing and data management preferred. Prior nonprofit experience a plus. Prior experience in urban planning, affordable housing, or finance is preferred for the position in our housing and economic opportunity department.
• Education: Bachelor’s degree required; Master’s degree preferred.
• Communication Skills: Strong interpersonal, written, and verbal communication skills are required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. Ability to prepare and deliver information both internally and externally, and to comfortably interact with diverse audiences as well as nonprofit and community groups.
• Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software, is required. Working knowledge of Blackbaud software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
• Organizational Skills: Strong organizational skills and attention to detail. Ability to prioritize work, anticipating the needs of a busy executive, and adjust to multiple demands with minimal supervision.
• Judgment and Discretion: Ability to interact in a professional manner with senior level executives, boards of directors and board committees. Ability to use discretion and function independently. Must be able to recognize and appropriately convey the sensitive nature of any situation and possess the ability to keep all matters appropriately confidential.
• Team Work & General Skills: Ability to work well independently and as team member. Ability to take initiative, and follow tasks through to completion.

Working Conditions:

• Requires the ability to sit and work at a desk for several hours at a time.
• Requires the ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations. Due to the nature of external appointments and/or responsibilities requiring travel to locations not easily accessible by public transportation, driving is an essential job responsibility for this position.
• Work may require occasional weekends and/or extended work day.
• Punctuality and satisfactory attendance are essential functions of the job.

Compensation:

This is a full-time, exempt position. Salary is dependent on experience and qualifications. A generous benefit package is provided to all full-time staff, including medical, dental, vision, LTD, life, FSAs and retirement benefits.

How to Apply:

To apply to these positions, please visit our website at www.calfund.org and select “Careers” or go to http://www.recruitingcenter.net/clients/calfund/publicjobs you are applying for within the body of your cover letter.

CCF is an Equal Opportunity Employer.